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Raj Udeshi

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Jul 14, 2020

3 minute read

Fleet Management Blog

Simplify Service Reporting with Automated Maintenance Insights

Gain instant visibility into your service and unlock deeper reporting insights with Fleetio’s standardized maintenance classification system.


Gaining Insight Into Service Costs Can Be Difficult

Fleet managers and administrators are bogged down with paper-based processes - including manually tracking service completed on their vehicles. Fleetio has made this easier by allowing them to complete digital service entries and work orders to create Service Tasks as necessary.

However, because of the number of people entering service into Fleetio and lack of best practices, there tends to be a common issue - maintenance shops and their technicians don’t record the same service in the same way every time. This has made it really difficult to gather insights from the data about actual service procedures.

Because of this, getting accurate cost reporting for vehicle system categories, sub-categories, and the Service Task is nearly impossible resulting in fleet managers misunderstanding the vehicle systems that continue to break down across their fleet as well as the costs attributed to those breakdowns.

Automate Maintenance Workflows With Standardized Service

Fleetio’s Maintenance Shop Integration now completely automates data categorization and reporting from external repair orders by automatically translating service to a standard classification system with standardized Service Tasks.

NOTE: A Standardized Service Task is a task in Fleetio that corresponds to a real-world vehicle service procedure such as an oil change or a brake pads replacement.


Since Fleetio ensures consistent Service Task categorization for you, you’ll get deeper visibility into your service spend and instant reporting insights into vehicle system categories and sub-categories.

You can also easily customize vehicle system category and sub-category naming to meet organizational needs.


Service Data Headaches, Solved

Now, instead of seeing duplicate or multiple Service Tasks that refer to a specific type of service and needing to merge data together, you will see a systematic categorization of Service Tasks to vehicle systems as shown below.


Service Task data is automatically mapped to vehicle system categories, so you can easily understand what type of service is done on your assets and how much it costs without the headache of needing to merge Service Tasks together!

Real-time Access to Service Data

Open external repair orders and their line items now appear in Fleetio right away and may be entered as Pending Service Entries until they are complete (see below).

With this, you have real-time access into service done by third-party shops and can begin analyzing usage and cost data by vehicle system categories and sub-categories immediately.


Related Service Reminders are simultaneously removed from the Overdue status once the vehicle arrives at the shop for that particular service.

Unlock Instant Insights Into Preventive Maintenance and Repairs

Leverage the Service Task Summary Report to immediately monitor which systems are failing consistently across your fleet and understand where you’re spending on service.


Based on this data, you’ll have actionable insights. You can:

  • Proactively set service reminders that need to occur earlier than expected to avoid longer downtime and increased costs.
  • Make asset purchasing/leasing decisions based on specific vehicles having consistent system failures.
  • Potentially improve your maintenance quality if you consistently see a specific vehicle system failure. You can also find a maintenance shop that may offer their services at a lower price so you can make the easy decision of choosing a shop that meets your needs.

Whether you outsource service, conduct it in-house, or both - you can leverage Fleetio to maintain a clean set of data and gain insights into your service costs quickly. Cleaner data results in increasing your access to these insights and ultimately lowers your total cost of ownership.

Gain complete visibility into your service! Start your free trial or request a demo today!

About the Author

Raj Udeshi

Raj Udeshi

Product Marketing Manager

Raj Udeshi is a Product Marketing Manager at Fleetio and a seasoned B2B marketer with over 7 years of experience and 4+ years in the SaaS industry. Raj is based in Southern California where he spends time with his two dogs and fiancé. He enjoys hiking, basketball and golf.

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